My client is looking to hire a Senior Administrator at their Canterbury studio.  As the Senior Administrator, your role is to provide the key link between the Canterbury Technical Team and Leadership Team along with ensuring the studio works effectively and efficiently. The Senior Administrator role has a wide remit from knowing what’s going on with projects, including timelines, resourcing requirements, utilisation, targets, and margins along with excellent all-round understanding of facilities management and processes.

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The successful candidate needs to be diligent with a hands-on approach along with the ability to be adaptable and collaborative with excellent multi-tasking.

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This fantastic company, comprising of 280 people, is an award-winning employee-owned architectural and heritage consultancy practice with a commitment to quality, innovation, and diversity.

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Senior Administrator Role & Responsibilities:

• Facilities management of the office ensuring all Health & Safety and ISO standards are achieved and maintained.
• Support Lead Persons with fee and resource management ensuring project margins/profitability is met, using our internal project management software (Rapport).
• Support Leadership Team with monitoring employee utilisation, workload and studio financial stability.
• Booking meeting rooms, hosting guests, end to end meeting coordination.
• Front office duties, including meeting and greeting visitors and answering calls.
• Ensuring adequate stock of stationery, kitchen, and office supplies; managing confidential waste
• Arranging and managing local staff events, celebrations and employee recognition.
• Act as the ‘go to' person’ for all employee office needs.
• Providing new employees with induction and Health & Safety information‍

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Skills & Qualifications Required

• Previous experience in an Office Management role – ideally within Architecture, Design and or Construction sectors
• Proven problem-solving skills
• Professional demeanor
• Strong communication & attention to detail
• Exceptional organisational skills.
• Have a flexible approach and be able to prioritise
• Experience of working in a pressured environment with frequent interruptions.
• Enthusiasm for developing skills and knowledge
• Ability to work in a team locally, regionally and within the wider business
• Proficient in Office 365‍
  
  

Ignis Partners is happy to be working with one of the world's leading architecture and design firms. My client is looking to appoint an experienced BID Manager with a strategic outlook and flair for creativity, to join the London Studio’s Marketing team.  

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As BID Manager, your role is to become the creator of winning proposals, creating compelling messaging with beautiful graphics to create narratives that resonate with prospective clients.

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Ideal candidate will have 5 plus years of experience as a BID Manager and  come from a Architecture, Interior Design, Engineering or Construction background.

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Role Responsibilities:

• Create winning proposals with inspiring visuals
• Provide leadership to junior team members producing result orientated team
• Produce and implement BID Strategies that facilitate success
• Grow resourceful BID library and manage templates
• Have excellent communication skills both written, visual and verbal
• Carry out market research for opportunities and trends

Software knowledge and skills required:

• Adobe Creative Suite
• Microsoft Office in particular PowerPoint.

In return you will receive:

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A chance to leave your mark on some of the most exciting projects in the design world, professional support for your growth, great list of benefits and salary opportunities.

We are very happy to be working with an award winning architecture firm in London, renowned for their strong commitment to quality and innovative design.  

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The practice has over 250 employees and offices both in the UK and Internationally.  

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As the Office Manager and PA to the Lead Partner, you will be responsible for:

• Diary management and PA support to Lead Partner
• Facilitate the office ensuring Health and Safety and ISO standards are achieved and maintained
• Managing bookings for meeting rooms, guests and end to end meeting coordination
• Front office duties, including meeting and greeting visitors and answering calls
• Stock check of stationary, kitchen and office supplies
• Be the “go to person” in the office
• Welcome new starters with induction and H&S information

To be successful in this role as Office Manager / PA – you will need the following:

• Previous PA / Diary Management experience
• Previous Office Management experience
• Experience from other Architecture or Creative environment
• Proficient in Office 365
• Professional demeanour and excellent communication skills
• Highly organised and enthusiastic about Architecture, Design and Creative sector

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This is a wonderful opportunity, offering an exciting and varied role within a highly successful business with an excellent reputation both nationally and globally.

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‍What is your role:

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We are in search of a Studio Administrator to become a part of an acclaimed AJ100 firm. Your role will encompass comprehensive administrative assistance, which involves collaborating with others to create expressions of interest, pre-qualification questionnaires, and pitches. You'll also handle various general administrative duties and provide reception coverage when necessary.

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This is a busy and varied role. The successful candidate must be proactive and methodical, with the ability to work closely alongside others and to prioritise work to tight deadlines.

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You will be reporting to Directors, associate directors, associates and senior administrative support/bid coordinator.

Job purpose

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Provide full support to project teams under the direction of the team leader

Job description:

• assisting and supporting project teams in all project administration
• reviewing documents created by others to ensure spelling, grammar, layout, branding and formatting are correct
• printing and binding documents, reports, submissions etc.
• updating and maintaining project and contact information on the company’s database
• filing documents and emails in Newforma
• compiling expressions of interest, pre-qualification questionnaires and pitches in association with others
• organising travel arrangements for colleagues and logging information
• reception cover as required, answering all reception calls in a polite, professional, welcoming manner, transferring calls, taking message
• ordering office supplies and couriers as necessary
• assisting with arranging office functions and excursions

‍Skills and profile:

• in-depth knowledge of general office software, intranet, and administration systems
• knowledge of relevant presentation software (Affinity Publisher) and capability to learn new applications
• knowledge of and ability to operate typical extranet systems for uploading project information
• time management and organisational skills, ability to prioritise work and perform under pressure to tight deadlines
• ability to remain calm and helpful, giving support across all members of project teams
• professional and cooperative attitude, delivery, and telephone manner
• self-motivated with the ability to use initiative and work unsupervised, and switch quickly between tasks as workload demands
• excellent grasp of English language with the ability to check grammar and spelling
• ability to participate and become an active member of project teams
• understanding  of architecture and interior design and the sectors across which the practice operates

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Why work here:

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Distinguished as pioneers of employee ownership, the practice operates as a trust for the collective advantage of all members within the firm and notably profits are distributed among all employees annually. Acknowledged for their dedication to employee well-being, they were recently awarded the title of Architectural Employer of the Year.

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The practice organise weekly gatherings that unite the entire team to showcase ongoing projects, coupled with monthly practice briefings. Active participation in softball and five-a-side football matches against fellow London practices, complemented by regular yoga sessions and a lunchtime running club. Bi-monthly, the team hosts an in-house practice lunch prepared collectively by all staff members.

An exciting opportunity has come up for the position of Group Finance Manager at a renowned Architecture firm, recognised globally for it's award-winning designs.

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Reporting directly to the Chief Financial Officer, the Group Finance Manager will oversee the management of the Group Accounts Receivable and Payable team. The main responsibilities of this role involve maintaining precise financial records across the group's ledgers and ensuring a strong control framework is upheld.

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This top-ranking AJ100 listed practice is currently offering a 12-month fixed-term contract, with the possibility of a permanent position.

Key areas of responsibility

• Manage the month end processes to ensure all entries are processed in line with required timetable
• Review production reports for any financial adjustments required
• Prepare monthly financial information for CFO
• Prepare annual statutory accounts
• Manage external audit
• Manage accounts receivable and payable team and set targets to achieve goals set by CFO
• Review monthly payroll

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‍Skills required as Group Finance Manager

• Professionally qualified ACA or ACCA minimum
• Strong technical knowledge
• Knowledge of FRS and Group Consolidations
• Advanced Excel skills
• Knowledge of Sage 200 advantageous     

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This is a great opportunity for Assistant Office Manager / Studio Coordinator.  We are shortlisting talented and friendly Office / Studio Coordinators for young and ambitious Architecture firm in London.  The company specialises in luxury residential projects, overseeing the entire process from initial design to final execution.

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As the Assistant Office Manager / Studio Coordinator, you need to have strong organisational skills and display a enthusiasm and eagerness to contribute to the team's success. Assisting and learning as you go within a successful Architecture and Property firm.

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Ideal candidate will have minimum 6-12 month's administrative experience within a similar industry – creative sector!

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Key Responsibilities:

• Creating and sending pre-pitch and post-pitch correspondence
• Developing and overseeing company templates and stationery
• Managing contacts using a contacts database or Excel spreadsheets
• Handling email responses and inquiries
• Supporting client reporting tasks
• Conducting phone-based follow-ups with potential clients as necessary
• Managing suppliers by creating trade accounts.
• Helping with the production of marketing materials.
• Assisting with website upkeep and acquiring project materials.
• Maintaining and updating the company's CRM software and computer databases  

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Knowledge, Skills, and Experience

• Minimum 1-year relevant experience and degree qualified
• Strong knowledge of Excel
• Excellent communication skills and confidence in client interactions.
• Proficient in organisational and reporting skills. 

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This is a unique opportunity to join an international consultancy that is engaged in meaningful work that makes a tangible difference, particularly in the field of humanitarian efforts.

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As an Projects Administrator, you will be providing support to the Explosives Engineering Services team that are involved in a range of tasks relating to landmine and bomb detection and clearance, both in the UK and internationally.  

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In addition to exciting and meaningful work, there are great prospects for rapid progression and promotion which would also be reflected in a salary increase.

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Working 2 days from home and 3 days in the office, my client offer flexibility and flexible working hours.

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The role duties:

• Prepare and proof read reports and proposals
• Assist operations coordinator with logistics and project personnel
• Record and maintain equipment and documentation such as CV’s, qualification certificates and create personnel files
• Take care of travel arrangements for contractors and staff such as hotel bookings, flights and other relevant information and forms
• Update staff schedules and project information and prepare contract templates for review by project managers
• Provide Health and Safety office admin for the team and complete H&S audits for client and office provider (if necessary)
• Other ad hoc administrative duties

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‍About you:

• Have strong organisational skills with PA /Office Management / Secretarial background
• Excellent communication skills, both written and verbal
• Time management, able to prioritise workload accordingly
• Understanding of Project Administration is very important
• Solid understanding of Office 365 applications

Are you an enthusiastic, organized, and motivated individual with a passion for providing exceptional support? Our client, an award-winning Chartered Architectural and Interior Design practice, is currently seeking an experienced Personal Assistant / Executive Assistant to provide comprehensive assistance to the studios' three Partners.

With over 30 years of experience, the studio has grown to include more than 60 talented individuals who thrive on strong leadership, sound financial management, collaborative partnerships, and consistent performance. Additionally, they boast an excellent working environment, with genuine support in relation professional development as well as employee well-being.

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Duties and responsibilities include:

• diary management
• travel arrangements
• day-to-day arrangements for both parties, including meetings, restaurant reservations and personal appointments
• answering and filtering calls and emails, liaising with clients and suppliers, welcoming visitors and being the first point of contact for both
• preparing pitch documents and portfolios in InDesign
• assisting in responding to requests for proposals/information (PQQs/EOIs, tenders, proposals, presentations)
• supporting the partner and the head of business development in identifying and researching relevant business opportunities
• coordinating meetings with potential clients and assisting with following up and tracking
• assisting the wider hospitality and commercial team with occasional tasks
• organising team outings
• being an intrinsic part of the practice’s‘ admin team’, covering and helping when and as needed
• liaising with the PR consultant, at the direction of the head of business development, and assisting in administrative duties for the PR team
• liaising with the head of social media and the team and offer support as needed
• assisting in the development of the business’s brand, while liaising with the relevant key people
• supporting the company’s website designer in updating projects and materials
• assisting in the creation of marketing materials and documents where necessary

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The ideal candidate will possess:

• excellent organisational skills and the ability to coordinate multiple projects
• excellent verbal and written communication skills, well-spoken, courteous, and articulate
• collaborative ethos
• a passion for design, art, and the creative world
• command of Microsoft Office (Word, Excel) and Adobe InDesign
• the ability to act with discretion at all times
• intuition and the ability to free think and act with confidence
• flexibility and adaptability
• a positive and supportive attitude with a problem-solving mentality

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Working Hours are 9:30 am to 6 pm, with the possibility of working one day from home.

Are you a self-starter with a passion for human resources? This acclaimed, multi-disciplinary practice is seeking an HR Manager to join their dynamic and successful team.

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The practice is an industry leader, providing a cohesive suite of architecture, interior design, landscape architecture and visualisation services both in the UK and internationally. Much of their success has stemmed from their commitment to fostering a supportive and thriving work environment, as evidenced by multiple awards including AJ100 Employer of the Year as well as being consistently placed on The Sunday Times’ Best 100 Small Companies to Work For list.

Key Responsibilities:

• Advise and assist the Directors on HR best practices, policies, procedures, and employment legislation.
• Provide support and consultation on employee relations issues, managing them professionally and promptly alongside the Directors.
• Review and update HR policies, procedures,employee handbook, contracts, and intranet to align with evolving requirements.
• Oversee recruitment processes and ensure accurate updates to job descriptions and role matrices.
• Manage and distribute all HR correspondence effectively.
• Maintain comprehensive employee files, ensuring confidentiality and compliance.
• Supervise company inductions, work experience programs, and apprenticeship initiatives.
• Coordinate staff appraisals, staff circles, and associated outcomes.
• Oversee and coordinate training programs, including CPDs, technical, and management training.
• Support the BCorps Certification process and provide relevant people information for external surveys and client bids.
• Manage the sponsorship process for overseas workers.
• Lead Diversity and Inclusion and Well-being initiatives.

Qualifications, Experience, and Skills:

• Proven experience as an HR Manager at both strategic and operational levels.
• CIPD qualification is preferred.
• Excellent interpersonal skills with a talent for building and maintaining positive working relationships.
• Strong administrative abilities with impeccable organization and attention to detail.
• Adaptability and flexibility in a dynamic work environment.
• Proficient in Microsoft Office, HRIS, and Excel.
• Solid understanding of UK Employment Law.
• Up-to-date knowledge of diversity and inclusion and well-being best practices.

This is a great opportunity to join the Membership division of a globally recognised, member-based organisation based in Bracknell, Berkshire. The organisation plays a key role in the construction and sustainability sectors, offering a wide range of services to help companies improve the design, build and operation of buildings.

The Role

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You will play a key role in the retention and growth of the association’s members, which include UK and International consulting engineers, contractors, manufacturers and architects.

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‍Responsibilities

• Support the Membership Manager with membership recruitment and retention strategy to achieve the membership revenue targets.
• Conduct online research to find and assess potential new members.
• Simplify competitor analysis for targeted development activities.
• Call and follow up with leads to recruit new members successfully.
• Create customized recruitment proposals
• Attend and participate in trade shows/exhibitions to generate new business and gain industry insights
• Establish and maintain connections with members to encourage the use of membership services through different communication channels.
• Hold frequent meetings with members to find and cultivate cross-sales possibilities, such as sponsorship.
• Assist the Membership Manager with organizing digital events to engage members on a regular basis.
• Take part in the yearly renewals’ procedure, guaranteeing precise and effective collection
• Collect feedback and ideas from members to improve the membership package with new offerings.  

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Qualifications

• Consultative selling and business development skills (essential).
• Experienced in corporate membership environment (desirable).
• Knowledge of the built environment (desirable).
• Proven commercial acumen.
• Excellent communication skills, both written and spoken.
• Presentation skills.

Benefits

• Pension Scheme
• Life Assurance 4x Annual Salary
• 26 Annual Holidays + Bank Holidays
• Employee discount voucher benefit portal
• Company Sick Pay
• Compassionate Leave
• Ride to Work Scheme
• Bounty Scheme (referral program)
• Christmas Shutdown period
• Free car park
• Electrical Vehicle Charging
• Employee well-being: Employee Assistance Programme 24/7 ‍‍

The practice is based in North West London offering big open plan working space for 20 plus talented Architects and Designers.  The owner has won Architect of the Year 2022 and the practice has been short listed for many awards.

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The current Practice Manger is leaving to pursue other interests and the practice is now actively looking for experienced Practice Manager / Office Manager to take over from already existing procedures and take ownership of the day to day running of the studio.

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The role oversees the below key main areas:

• Running and managing day to day general office
• Administration including PA duties to the owner
• HR, including recruitment, on boarding and coordination of staff

Ideal candidate:

• Will have background and knowledge of the Creative Sector (Architecture, Interiors, Graphic Design, D&B)
• Minimum 5 years experience working as a Practice Manager / Studio Manager
• Have excellent organisational skills as sometimes it gets crazy
• Strong attention to detail and positive disposition    

This is a full time onsite position.

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Salary guide for this is between £40-55K

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An exciting opportunity has arisen for an Assistant Management Accountant to join an International Architecture Practice in Winchester. The company boasts a friendly and professional team of over 200 employees, with 40 talented team members based in the Winchester office. As a member of this team, you'll benefit from the office's close-knit and supportive culture, while also having the chance to collaborate closely with senior colleagues.

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What's more, this role offers exposure to the company's international network, giving you the opportunity to work and liaise with colleagues from offices across Europe and Latin America. This is an excellent chance to broaden your professional horizons and gain valuable experience in a dynamic and fast-paced environment.

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The Role

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You will be supporting the Financial Controller as well as working alongside the other members of the finance department. You will be responsible for a variety of tasks, including issuing monthly sales invoices and assisting in the production of timely and accurate management accounts for reporting to the board.

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In addition, the company offer generous hybrid working where you can work up to 3 days per week from home.

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Job Responsibilities

• Assisting in the production of accurate monthly management accounts for both UK companies, and the Irish company.
• Completion of key monthly balance sheet reconciliations across the three entities.
• Posting of journals including accruals, prepayments & deferred income.
• Assisting with the calculation and updating of group-wide staff grade rates and charge out rates.
• Assist in the annual forecast and budget setting process.
• Assisting with the external audit process, working with the Financial Controller to provide company auditors with the information required.
• Assist in the production of cost reports to non-finance budget holders and shareholders.
• Supplying cover to the rest of the finance department when necessary.
• Month-end meeting with Financial Controller & CFO.    

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Ideal candidate skills

• Working towards AAT / ACCA / CIMA
• Experience of assisting in the production of Management Accounts
• Good Microsoft Excel skills – Minimum pivot table and look ups
• Confident verbal and written communication skills
• Good team working skills and a positive, pro-active attitude
• Ability to plan, prioritise and organise own workload with established timescales      

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